Job Description

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Key Responsibilities:

1. Administrative Support:

• Manage billing and personal finances for a family business
• Oversee payment schedules for household staff
• Coordinate meetings, appointments, travel arrangements, and conference calls
• Liaise with internal and external stakeholders, including clients, vendors, and board members
• Maintain an organized filing system of paper and electronic documents

2. Meeting Coordination:

• Schedule and coordinate meetings and events, including preparing agendas, taking minutes, and following up on action items
• Ensure executives are well-prepared for meetings, including providing necessary materials and briefing notes

3. Travel Management:

• Arrange complex and detailed travel plans, itineraries, and agendas
• Compile documents for travel-related meetings.

4. Communication:

• Screen and direct incoming calls and emails; prioritize and respond appropriately
• Draft and edit correspondence, reports, and presentations
• Act as a point of contact between executives and internal/external clients

5. Personal Finances:

• Monitor daily activity of AMEX for CEO and staff
• Ensure payments are made, credit card limits are managed, and receipts are collected
• Put together a monthly reconciliation report for company and personal expenses

6. Office Management:

• Work with Office Manager to ensure office supplies and manage vendor relationships
• Ensure the CEO's office environment is organized and functional

Skills and Qualifications:

• Bachelor’s degree in Business Administration, Communications, or related field preferred
• Additional qualifications as an Accounting Assistant or Administrative Assistant are a plus
• Minimum of 5 years experience in an executive assistant role or similar capacity
• Experience in managing multiple priorities, administrative coordination, and logistics
• Exceptional organizational and time management skills
• Strong verbal and written communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to multitask and prioritize tasks effectively
• High degree of discretion and confidentiality
• Professional demeanor and strong interpersonal skills
• Ability to work independently with minimal supervision

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